Create or amend supplier accounts

Find this screen

Open: Suppliers > Create & Amend Accounts > Create Supplier.

Open: Suppliers > Create & Amend Accounts > Amend Supplier Details.

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How to

Create or amend a supplier account

Enter your supplier's information on the following tabs:

Company

The supplier's name and address details. The code, name and address are used for printing details on reports, and remittances.

The account Code can be up to eight characters long, and use letters, numbers or both.

Contacts

Add contact details for different people for this supplier; such as telephone number, mobile, fax, email address, website address.

See Supplier contacts.

Bank

Enter details of your supplier's bank account.

This is optional unless you're using the Sage e-BankingA service provided by Sage and your bank to allow you to pay suppliers, pay your VAT and automatically reconcile your bank account. service to pay this supplier.

Note: The Bank tab will only be available if your user account has access to this feature. See Control access to supplier bank details.

Trading Your supplier's VAT details, the default nominal account and the analysis code values.
Payment The settlement discount details payment terms, payment group and factor house. These are taken from the supplier default settings. The payment group is used to determine how this supplier is paid when using automatic payment processing.

You can also upload the customer details to the Invoice Payments service.

Credit The credit reference information about the supplier. If you use a credit control agency, set the agency's reference here.
Attachments

Files and documents about the supplier. These can be actual files or links to files.

The file name can't have more than 150 characters. If a file extension is more than 150 characters, the file can't be saved.

Memo Comments about the supplier's account, such as reminders about issues that should be taken into consideration when contacting the supplier.

You must enter a code and name before you can save a new account.

Making changes to accounts

Any changes you make to an account will only affect transactions that you enter after you've made the changes. For example, if you change the settlement discount details, this doesn't affect the discount details already entered on transactions.

  • You can't change the account Code once the account has been saved. If you've entered a code incorrectly and haven't entered any transactions for it, delete the account and recreate it.

Once transactions have been entered for an account:

  • You can't change the currency.
  • You can't delete the account.

Duplicate an account

You can create a new account from an existing one. The new account will have all the trading details of the original account.

This is particularly useful if your supplier is migrating to the Euro and you want to create the new account using the supplier's existing account and apply the Euro currency as its denomination. Once you have duplicated the account, you can see the Linked supplier on the General tab of the Account Enquiry.

Note: Transactions associated with the original account are not copied to the new account.

To duplicate an account
  1. Enter a code.
  2. Click Duplicate.
  3. Select the account that you want to duplicate from the drop-down list.
  4. Select the duplication details required (make a Euro account duplicate, duplicate memos, duplicate attachments, duplicate credit information and duplicate contact information).
  5. Click OK.
  6. Access the new account and edit the account if required.

Import, export and update accounts

If you need to add or update a large number of supplier accounts, it might be quicker for you to import them in Sage 200cloud.

You can also export accounts to a file in the same format used for an import. This means you can export information and make changes to it using an external tool (such as Excel), and then import your updated information back into Sage 200cloud.

See Import and export supplier accounts.


Useful info

Analysis codes

Analysis codes are extra pieces of information that you can use as custom fields, to improve your reporting and to compare different areas of your business.

An analysis code has two parts:

  • Code or Name - this a label and represents how you want to group your data.

  • Value - this can be a set of predefined values or free text. This is how you want to break down the data for each group.

You create the analysis codes and their associated values on the Analysis Codes screen.

On each supplier account, you can choose the value that you want to associate with each code.

For example, if you want to group accounts by location, for a supplier located in Birmingham, you would choose Midlands as the value for a Region analysis code. You can then report on your data by all suppliers in the Midlands region.

Order priority

You only need this if you're using Sales Orders. This sets a ranking for your customers when manually allocating stock to outstanding orders.

The order priority code is used to display orders in order of priority, so you can see which are the most urgent. A is the highest priority and Z is the lowest.

Setting the default nominal account

This is the default purchases nominal account that you want to post transactions to. This helps to make sure that transactions are posted to the correct nominal account for this supplier.

If this is selected here, this account nominal account will already be entered in the Nominal Analysis section, when entering transactions.

This account is usually a purchases account on your Profit and Loss report. If you don't select a different one the default purchases account is used. This is set on the Default Nominal Accounts screen.

Settlement discounts

This is where you enter the settlement discount details for this supplier. The percentage and the number of days is taken from your supplier defaults. You can change or keep these.

The discount details set here are then automatically applied when you create an invoice for this supplier. This helps to reduce errors when entering transactions.

If you don't want to set default settlement discount details, leave these options blank.

Payment and credit terms

You can record the payment and credit terms that you have agreed with your supplier. You can record the length of time that you can have goods on credit before payment of an invoice is due on the account. If you use a credit bureau or agency to check references before you offer credit, you can also record this on the account.

Recording payment terms

You record the payment terms that you have agreed with your supplier on their account. If you have the same payment terms for the majority of suppliers, you can set this as the default in the Supplier Defaults on the settings. To confirm that you have agreed these terms with your supplier, you can select Terms agreed on the Credit tab.

You enter the number of days credit that each supplier is allowed and when this credit period starts from. You can choose from the following:

Due date calculations are only made for invoice transactions. Credit notes always retain the same due date as the entered transaction date.

To confirm that you have agreed these terms with your supplier, you can select Terms agreed on the Credit tab.

Payment Groups

Sage 200cloud has a process for automatically creating payments for your suppliers. This calculates the total value of invoices due to be paid and then creates a single payment for each supplier. This saves you having to work out how much you owe each supplier.

Payment groups tell Sage 200cloud how to process these payments for each supplier, such as whether to print a cheque and/or remittance advice, pay via e-banking, or pay via Supplier Payments.

How to set up payment groups and add them to supplier accounts
  1. Set up payment groups on the Supplier Settings | Payment groups screen. You choose a payment method for a group and give it a description.
  2. Enter a maximum payment value (on the Details tab) if you want to set an upper limit for the amount you pay a single supplier in one go.
  3. Decide how you want to pay the supplier by assigning a payment group to the supplier's account.

Factor Houses

Factor houses are third party companies employed by suppliers to collect payments from their customers.

If any of your suppliers use factor houses to collect payments from you, you can create records for them and link to the appropriate supplier account.

Once you've linked a supplier account to a factor house, any remittances and/or cheques are printed using the factor house details. This is to make sure that these are sent to the correct organisation.

Remittances and cheques are only printed when you use automatically generate payments for your suppliers using Payment Processing.

You create the factor house record on the Factor house screen.

You link the supplier record to the Factor House on the Payment tab.

Attachments

Use this to include files and documents about the supplier to their record in Sage 200cloud. You can store the file with the record, or include links to files that are kept on a local or network drive.

  • If the attachment is a file, a copy of the file is stored with the account/record on the server.
  • If the attachment is a link or a folder, only the location of the file or folder is stored; e.g. it might be a file or folder on your network.

Note: The filename can't have more than 150 characters. If it does, the name will be truncated when saved. If the file extension is more than 150 characters, the file can't be saved.

Audit log

You can use the audit log to check any changes that have been made to the Bank details of a supplier account.

  • The Parent Ref and Name show the supplier account code and name.
  • For any changes to bank details, the event Action will show Amend, and the Old value and New value are recorded. This includes:

    • Sort code, Account number, Account name, Bank payment reference.
    • IBAN, BICS / Swift Number, Roll Number, BACS Reference, Additional Reference, NON UK Sort Code, and country specific clearing code (if appropriate).
  • If any details are deleted, the event Action will show Amend, and details are recorded in the Old Value.

Open: Settings > Organisational and Financial > Audit Log > View Audit Log.

See Audit log.

Control access to supplier bank details

You can control who can view and amend supplier bank details by setting access to the feature Bank Details. This feature allows you to show or hide the Bank tab for all supplier accounts.

Open: Settings > Organisational and Financial > User Access.

  1. Select the user.
  2. Enable or disable the feature Purchase Ledger > Advanced > Bank Details.
  • By default, this feature is not enabled for all users, and it is only enabled for users with Administrator access or the Purchase Clerk role. You will need to enable this feature for any users that require access to add or amend supplier bank details.
  • User accounts that were created before this update will have access to this feature by default.

Supplier bank details email notifications

To use this feature, you'll need to use Microsoft Power Automate with an Microsoft 365 subscription.

You can send email notifications for changes to supplier bank details by using the supplier bank details flow.

The supplier bank details flow automatically sends emails to people to notify them of any changes to the bank details for supplier accounts. The emails are sent to everyone that has user access to the Audit Log, so that they can check the changes in the log.

This flow will run at 15 minute intervals each day, but you can configure the flow to change this frequency and timing.

Note: If you use multiple companies, the flow must be set up for each company.

Set up email notifications

  • To receive notifications, you must set up the supplier bank details flow for email notifications.

    To set up the flow for email notifications, see Set up Microsoft Power Automate with Sage 200cloud

  • Once you've set up the flow, enable notifications for each user:

    Open: Settings > Organisational and Financial > User Access.

    1. Select the user from the Users list.
    2. Select the API tab.
    3. Enable Allow notifications.
    4. Enter the user's email address to be used for email notifications.

Recording VAT on your purchases

As the VAT126 needs to contain the VAT registration number of the supplier and the details of what you've sold and returned, you need to make sure that you enter these details on your transactions in Sage 200cloud.

  • Before you enter purchase orders and invoices, enter the VAT number (VAT registration number) on the supplier's account. This will make sure that it's included on the report for all items bought from each supplier.

    1. Open Suppliers > Create & Amend Accounts > Amend Supplier Details.
    2. Select the Trading tab and enter the VAT number.

  • When you enter purchase transactions, either via a purchase order or directly against the supplier's account, you use the same Purchase invoice screen. On this screen, enter the Details of the item purchased, alongside the VAT rate.